What should a run of show include?

Every segment in order with its start time and length, and what each person does in it: the host, the organizer and whoever runs the tech. Add the steps before the event, like the crew joining 15 minutes early, and the follow-up after it.

What is the difference between a run of show and an agenda?

An agenda tells guests what will happen. A run of show tells the crew who does what, minute by minute, including cues guests never see, like opening breakout rooms or stopping the recording. For meetings, our team meeting agenda builder makes the guest-facing version.

How do you write a run of show for a virtual event?

Pick the end time, list the segments that fit before it, then add one line for each role in each segment. On a video call, give the tech person their own cues: admitting the waiting room, breakout rooms, spotlighting the speaker and the recording.

Do I need a run of show if I hire a host?

Yes, but a short one. When a live host runs a KraftyLab game or kit workshop, the host keeps the activity on time, so your run of show covers the crew joining early, your welcome, the close and the follow-up.

How detailed should a run of show be?

Detailed enough that a stand-in could run the event from it. For a one-hour team event that is usually six to eight segments with one line per role; a full-day program needs a page per session.

Who should get a copy of the run of show?

Everyone with a role: the host, the speakers, the organizer and the tech person. Guests get the agenda or the invite instead.

Is this run of show template free?

Yes. Pick an event, a length and a start time, then copy the result or print it. No sign-up and no email needed.

Run of show template for virtual and team events (free)

A run of show is the minute-by-minute plan for an event: every segment, when it starts and who does what. Pick your event below for one you can copy or print.

KraftyLab TeamUpdated Oct 20268 min read

What kind of event?

How long?

Starts at

Hosted game run of show

7 segments, 1 h, 1:00 PM to 2:00 PM

Before

1 week before
Invite and platform check
- Host: Gets the final headcount and the platform.
- Organizer: Calendar invite out, join link in the location field, and a note to bring a pen and paper.
- Tech: Confirms breakout rooms and screen sharing are on for the account.
12:45 PM
Crew joins
- Host: Joins and tests screen share and game sound.
- Organizer: Joins with the welcome line ready.
- Tech: Opens the meeting and makes the host a co-host.

The show

1:00 PM
Guests arrive3 min
- Host: Music and a welcome screen while people join.
- Tech: Admits the waiting room.
1:03 PM
Welcome2 min
- Organizer: One line on why the team is here, then hands over to the host.
1:05 PM
Teams form5 min
- Host: Explains the scoring and splits everyone into breakout teams.
- Tech: Moves anyone who lands in the wrong room.
1:10 PM
First rounds25 min
- Host: Runs the rounds; every team answers every round and scores go up live.
- Organizer: Plays on a team like everyone else.
1:35 PM
New teams, more rounds15 min
- Host: Reshuffles the teams so people play with someone new.
- Tech: Watches the chat for sound or link trouble.
1:50 PM
Final round6 min
- Host: The last round decides it; final scores go up on screen.
1:56 PM
Winners and close4 min
- Organizer: Congratulates the winners, thanks the team and ends on the minute.
- Tech: Stops the recording, if there is one.
2:00 PM
End

After

Same day
Share the moment
- Organizer: Posts the winning team and a gallery screenshot in the team channel.
- Tech: Saves the recording and shares it inside the company only.

An organizer with a clipboard checks her watch while coworkers set up an office lounge for a team event

This free run of show template covers five common team events: a hosted game, a kit workshop, a holiday party, an all-hands social and a hybrid event. Pick one, a length and a start time, and you get every segment with a cue for the host, the organizer and the tech person, from the crew joining early to the note you send afterward. The hosted game and kit workshop templates fit a one-hour KraftyLab event, where a live host runs the activity on Zoom by default, or on Microsoft Teams, Google Meet or Webex. Below are three run of show examples written out in full, what each role does, and how to write your own.

3 run of show examples

Each one is a template from the generator, with clock times filled in. Pick the same event above to change the start time or the length.

Hosted game run of show example (60 minutes)

A live host runs trivia or a game show for the whole team on one call. The host splits people into breakout teams and keeps score; you open and close.

Hosted game run of show, 1:00 PM to 2:00 PM
Time	Segment	Who does what
12:45 PM	Crew joins	Host: Joins and tests screen share and game sound.Organizer: Joins with the welcome line ready.Tech: Opens the meeting and makes the host a co-host.
1:00 PM	Guests arrive3 min	Host: Music and a welcome screen while people join.Tech: Admits the waiting room.
1:03 PM	Welcome2 min	Organizer: One line on why the team is here, then hands over to the host.
1:05 PM	Teams form5 min	Host: Explains the scoring and splits everyone into breakout teams.Tech: Moves anyone who lands in the wrong room.
1:10 PM	First rounds25 min	Host: Runs the rounds; every team answers every round and scores go up live.Organizer: Plays on a team like everyone else.
1:35 PM	New teams, more rounds15 min	Host: Reshuffles the teams so people play with someone new.Tech: Watches the chat for sound or link trouble.
1:50 PM	Final round6 min	Host: The last round decides it; final scores go up on screen.
1:56 PM	Winners and close4 min	Organizer: Congratulates the winners, thanks the team and ends on the minute.Tech: Stops the recording, if there is one.
2:00 PM	End

See how the hour plays on our virtual trivia page.

Kit workshop run of show example (60 minutes)

Every guest has a kit at home and an instructor leads the hour step by step. It fits an hour like our virtual candle making class, where everyone scents and pours two candles.

Kit workshop run of show, 2:00 PM to 3:00 PM
Time	Segment	Who does what
1:45 PM	Crew joins	Host: Joins and checks the camera angle on the work surface.Organizer: Joins with an unopened kit of their own.Tech: Opens the meeting and makes the instructor a co-host.
2:00 PM	Welcome2 min	Organizer: One line of welcome, then hands over to the instructor.
2:02 PM	Unbox together8 min	Host: Walks through the kit while everyone opens theirs on camera.Tech: Spotlights the instructor's video so the hands are easy to see.
2:10 PM	First step12 min	Host: Shows the first step slowly; guests follow along at home.
2:22 PM	Second step10 min	Host: Checks in on anyone who is behind before moving on.Organizer: Makes one too and keeps the chat friendly.
2:32 PM	Finishing step10 min	Host: Finishes the piece and shares tips for the result.
2:42 PM	Let it set and talk10 min	Host: Takes questions while the work sets.Organizer: Asks one easy question to get people chatting.
2:52 PM	Show and tell6 min	Host: Everyone holds their piece up to the camera.Tech: Switches everyone to gallery view.
2:58 PM	Group photo and thanks2 min	Organizer: Takes the gallery screenshot and thanks the team.
3:00 PM	End

The full hour, kit list and prices are on our virtual candle making page.

Virtual holiday party run of show example (90 minutes)

Your own welcome and awards around one hosted game, with time at the end for whoever wants to stay and chat.

Holiday party run of show, 3:00 PM to 4:30 PM
Time	Segment	Who does what
2:45 PM	Crew joins	Host: Joins and tests screen share and game sound.Organizer: Joins with the toast and the awards list in hand.Tech: Opens the meeting, makes the host a co-host and queues the music.
3:00 PM	Doors open with music8 min	Organizer: Greets people by name as they arrive.Tech: Plays music and admits the waiting room.
3:08 PM	Leader's toast5 min	Organizer: Thanks the team for the year and names two wins.
3:13 PM	Hosted holiday game55 min	Host: Runs the game in breakout teams, with a live scoreboard.Tech: Watches the chat for anyone who got dropped.
4:08 PM	Awards and gift reveal10 min	Organizer: Crowns the winners, reads the awards and announces the holiday gift.Tech: Shares the awards slide.
4:18 PM	Open mingle10 min	Organizer: Stays on to chat with whoever wants to hang out.Tech: Keeps the room open and the music low.
4:28 PM	Close2 min	Organizer: Wishes everyone a good break and ends the call.
4:30 PM	End

Holiday games and kits are on our virtual holiday party page.

Who does what in a run of show

Three roles cover almost every team event. At a small event the organizer can also run the tech; the host should only ever host.

Host. Runs the activity: the game host or the workshop instructor.
Organizer. You, or whoever booked it: opens, closes and speaks for the company.
Tech. Runs the call: admits people, breakout rooms, sound and recording.

A man at his kitchen table follows a live video workshop with an open box of craft supplies in front of him

For a kit workshop, the run of show starts weeks before the call: guests need to enter their shipping addresses in time for the kits to reach them. Our virtual event checklist dates every one of those steps to your event, and our opening remarks give the organizer a welcome to read out.

How to write a run of show

Five habits that make the difference between a plan and a plan people follow.

Write the end time first. Then work backward, so the close is never the part that gets squeezed.
Put a name on every role. Write who the host, organizer and tech person are at the top of the page.
Write cues, not topics. “Opens breakout rooms on the host’s cue” tells someone what to do; “breakouts” doesn’t.
Give long segments the slack. If something runs over, take the minutes from the main activity, never from the welcome or the close.
Keep one version. Send it to the crew the day before and have it open on a second screen while the event runs.

Planning a meeting rather than an event? Our team meeting agenda builder makes the guest-facing version. Mixing an office and remote staff for the holidays? See our hybrid holiday party ideas.